Navigating the Submittal Process: A Collaborative Approach

The submittal process is a critical element in construction projects, ensuring that the designs and materials meet the necessary standards and specifications. However, it can also be a source of stress and conflict, particularly when submittals come back with issues or design flaws. In this blog post, we’ll explore common challenges that arise during the submittal process and how to adopt a collaborative mindset to overcome them, as highlighted by professionals in a recent industry discussion.

Challenge 1: Recognizing Errors Late in the Process

One individual shared a story about working on a senior project involving machine design. The design team discovered a fatal flaw in their original plan far too late in the process to make significant revisions. Instead of scrambling to fix everything, they submitted their project with an honest assessment of the error and an outline of why a better solution couldn’t be pursued within the time constraints. Interestingly, they still received an A+ on the project, not because the design was flawless, but because they took ownership of their mistake.

Takeaway: Mistakes will happen, even in the best of teams. A key part of the submittal process is not just catching and fixing errors but also being transparent when things go wrong. When teams acknowledge their missteps and provide a clear path forward, they build trust with clients and collaborators. It’s important to remember that admitting an error doesn’t automatically equate to failure—it can demonstrate responsibility and professionalism.

Challenge 2: Code Compliance Issues and Accountability

Another construction professional, an Owner’s Project Manager (OPM), described a situation where their facilities operations team caught code compliance issues in shop drawing submittals. The awkward part? It wasn’t the general contractor’s (GC) fault. The client had to kick the submittal back to the design team to fix the error, leaving the OPM in a difficult position of not knowing how to respond, as the GC wasn’t to blame.

Takeaway: Clear communication is essential in the submittal process, especially when multiple teams are involved. If issues arise that aren't the fault of the submitting party (like the GC in this case), it’s crucial to ensure that feedback is directed to the appropriate team. Project managers should establish clear lines of communication early on and have protocols in place for how to handle submittals that need revisions from different teams. This helps avoid unnecessary blame and keeps the project moving forward.

Challenge 3: Changing the Mindset from Blame to Collaboration

Another participant shared how they used to approach submittals with a more adversarial mindset, often blaming others for design flaws or delays. However, over time, they shifted their mindset to view the process as a collaborative opportunity. Instead of jumping on the “hate train,” they started engaging the design team as partners, focusing on finding solutions rather than pointing fingers.

This shift in attitude greatly reduced their stress and led to more productive relationships with the design teams. By focusing on collaboration, they were able to foster a more positive environment, particularly at the often-contentious punchlist stage.

Takeaway: Mindset is everything in the submittal process. While it’s easy to become frustrated with delays or errors, approaching the process with a collaborative attitude can turn a stressful situation into a productive one. Construction projects involve many moving parts and multiple stakeholders, so it’s natural that there will be hiccups along the way. By treating submittals as a chance for everyone to contribute to the best possible outcome, you create a culture of cooperation rather than conflict.

Conclusion: A Collaborative Submittal Process

The submittal process doesn’t have to be a source of stress and frustration. By recognizing that errors happen, clearly communicating issues, and adopting a collaborative mindset, project teams can navigate the process more effectively. Instead of focusing on assigning blame, focus on solutions and partnership. Not only does this improve the quality of work, but it also creates a more positive work environment for everyone involved.

In the end, a successful submittal process is one where all stakeholders—designers, contractors, project managers, and clients—work together to ensure the project meets its goals. When submittals are treated as a collaborative tool, they can lead to stronger outcomes and smoother project execution.